Transcript MULTI-REGIONAL PURCHASING COOPERATIVE

DISTRICT ONLY CONTACT:
The new MRPC program is a single database designed to be accessed by
ALL users within your district. When you receive the program folder entitled
“MRPC” from your ESC Coordinator, you MUST download the entire folder
to a network server that is labeled “R” drive. If you do not already have a
“R” drive that is accessible to all users within your district, contact your
technology department and ask them to map a drive “R” on which you
can place this program folder. THE PROGRAM WILL NOT WORK PROPERLY
UNLESS IT IS PLACED ON DRIVE “R”. If you or your technology staff need
assistance with this step, contact your ESC Coordinator or you may contact
Alicia Woodard or Dana Parrish at Region 9 ESC at 940.322.6928.
•Open e-mail from ESC Coordinator
•Right click on attached folder
•Save As to R: drive
•Review Contents of Folder:
•MRPCDATA folder
•AccessRuntime
•MRPC District
•If
you do not have Access 2007 program, you will need
to click on the “AccessRuntime” program and follow the
instructions to run this program.
•Click
on MRPC
District program
•When
the program opens, you may see a
“Security Warning” underneath the ribbon.
•Click
on the “Options” button following the warning,
then select “Enable Content”.
•Click
on MRPC
District program
•Select
your district
from Red Drop
Down Menu
•Click
on
Campus
Maintenance
•Enter
each
campus or department that will be entering a
Needs List: (Tab between fields; each time you enter a campus
number a new campus entry record will appear.)
• Assign a campus “number” – does not need to be TEA
number but will only be used by you to distinguish the
campuses or departments
• Enter the name of the campus or department
• Enter the delivery address for the products. If delivery
happens at that campus, enter the campus address. If
delivery will occur at a central location, enter the address of
that central location.
• Enter telephone number if desired
(See next slide for example)
Note that the ISD Office, Elementary School and Maintenance
Department are all using same address. Delivery of all these orders
will be made at same address. However, the High School was
entered with a different address, so delivery of that order will be
made there.
•When
finished with
entering all campuses
or departments,
click on “home”
icon to return
to main screen.
Now all users are able to enter their needs in
their needs list.
Home
Icon
MRPC NEEDS LIST
The Multi-Regional Purchasing Cooperative Line Item Bid is designed to give schools
more power in purchasing their basic supply needs such as classroom/office
furniture and electronics; and office, classroom, janitorial and nursing supplies. By
combining the amounts needed by the participating schools across four regions
(Regions 9, 11, 14 and 15), better pricing can be obtained from vendors.
The Needs List is the basis of the Line Item Bid. It tells vendors the quantity of each
product that will be ordered. The vendors take this number to their
suppliers/manufacturers to obtain volume discount and pass the savings on to us.
Because the bid pricing is based on the number we give them through the Needs
List, it is VERY IMPORTANT that the number you enter at this point is as accurate as
possible. The bid specifies that the quantity we give is within 10% of the final order.
In our new program, your Needs List will also become the basis of your final
purchase order, so being accurate now will save you time later.
•Open
MRPC folder found on Drive R: on
your district’s network server.
•Go to “My Computer”
•Select Drive R
•Click
•Click
on “MRPC” folder
on MRPC District Program
•Select
your district
from red drop
down menu.
•Click
Input
on “Needs”
•Select
your campus by using the arrows to
scroll through the list
•Note
table at bottom of screen. This is the listing of
items on the needs list. You can minimize the
ribbon at the top of the screen or change your
screen resolution to increase the size of the table.
•To minimize the ribbon, right click on top blue strip.
•Click on “minimize the ribbon” which will make tool
bar disappear.
(To bring back right click on ribbon and “unclick” the “minimize the ribbon” option.)
With Ribbon Showing
No Ribbon
•You
can also see or print a complete needs
list, by clicking on “Item Report” on the main
screen.
•Item
Report Listing
•To
enter needs, click on Item # field, type in
item number to be ordered.
•Tab
to quantity field. Note that when you hit the tab
key, the item description fills in automatically.
Review to make sure this is the correct item.
•Type in desired quantity.
•Push tab to go to next record;
key in item number
and quantity. Continue process until all desired items
are entered.
NOTE: If you key in an item you decide you do not want, simply hit the
“Delete Record” key at the end of the record. A warning message will
appear asking if you really want to delete that record; hit yes or no as
desired.
•Once
all needs have been entered, hit “exit” icon.
•Click
on Campus “Needs” Report to generate and
review a complete report of your order.
•Review
your list; you may print for your records if
desired. (You may need to maximize the ribbon to
get tool bar back for printing.)
•Once
you have
been notified
that all
campuses’ or
departments’
needs lists have
been entered,
you may want to
print a District
Needs Report for
your records.
•District
Needs Report
Close the
application
by clicking on
the house
icon.
•Click
on the “MRPCDATA” folder.
•Attach
the “Needs” file to an e-mail and send it to
your ESC Coordinator.
The Needs List Process is complete!
Thanks for your participation!